CONTRACTING PROCESSES & APPROVALS at TRUSD

1. CONTRACTING PROCESSES& APPROVALS at TRUSD A collaborative presentation being brought to you by: Rob Ball, Associate Superintendent/Business Support Services Kate Ingersoll, Executive Director – Fiscal Services - Ruth Hall, Director – Purchasing Services

2. Bid Limits & Vendor Selection • $1,000-$5,000 – 3 informal quotes to be obtained. • $5,000-$78,900 – 3 formal, written quotes required. • $78,900 and up will require formal bidding (consult Purchasing/Contracting). • Other bid limits (public works, CUPCCAA).

3. PROGRAM PLANNING/GRANT APPLICATION CHECKLIST • All new programs or grant applications will require the Program Planning/Grant Application Checklist to be completed and routed by the program/grant initiator. Once Cabinet has approved the new program/grant, a SA or other type of contract can be completed as necessary.

6. Types of Agreements We Use • Service Agreement $15K and Less • Service Agreement Over $15K • SA Amendments • MOU’s - Memoranda of Understanding • Outside contracts/Agreements generated by other parties • Purchase Requisition/Order • Purchase Order Change Form

7. When to Use What Agreement • Service Agreements (SA)– services or service/supply combos from licensed service providers • SA Amendments – used to make changes to an existing SA • Purchase Requisition/Order – for products and equipment • MOU – exchange of services with or without $ - between agencies, non-profits, school districts, universities • Outside Agreements – when service provider requires, or when not practical to use District SA

8. Responsibilities, Reviews & Approvals • Initiator responsible for all reviews, approvals, and distribution of signed agreements! • Initiators/departments may delegate responsibility: • Departmental designees • Identify for follow-up

9. Responsibilities, Reviews & Approvals Continued… • Outside party agreements & MOU’s Over $15K • Contract Routing & Approvals Sheet required • CES review required • Budget approval required • Board & Assoc. Sup’t. Approval required • Outside party agreements & MOU’s $15K or Less • Contract Routing & Approvals Sheet required • CES review required • Budget approval required

10. Responsibilities, Reviews & Approvals Continued… • SA’s Over $15K: • CES approval required • Budget approval required • Board & Assoc. Sup’t. Approval required • SA’s $15K or Less: • No CES review required • Budget approval required

11. Responsibilities, Reviews & Approvals Continued… ALL Agreements w/NO $ value: CES review required No Budget review required unless contract requires a contribution from TRUSD of either time/supplies Network Exec Directors, Gloria, or Rob may approve according to active signature authority resolution

12. Distribution, Encumbrances & Retention of Fully-Executed Agreements • MOU’s W/Receivables • $15K or Less: • After Budget approves, Budget Technician forwards to initiator/ delegate. • Initiator/delegate distributes copies to CES, vendor, department files, and accounts receivable.

13. Distribution, Encumbrances & Retention of Fully-Executed Agreements, Continued… • MOU’s W/Receivables • Over $15K: • After Board approves, Assoc. Sup’t/Business signs and MOU will be scanned to initiator/delegate and sent to CES Department. • Initiator/delegate distributes copies to vendor, department files, and accounts receivable.

14. Distribution, Encumbrances & Retention of Fully-Executed Agreements, Continued… • All Agreements W/Payables • $15K or Less: • After Budget approval, Budget Technician forwards to Purchasing for issuance of P.O. Budget will scan if marked “rush”. • Purchasing generates P.O. and distributes both P.O. and agreement to initiator/delegate and accounts payable. • Initiator/delegate sends a copy of agreement and P.O. (if desired) to vendor and keeps a copy for their department files.

15. Distribution, Encumbrances & Retention of Fully-Executed Agreements, Continued… • All Agreements W/Payables • Over $15K: • After Board approves, Assoc. Sup’t. signs and Admin. Assistant scans to Initiator and mails original to Purchasing for issuance of P.O. • Purchasing generates P.O. and distributes both P.O. and agreement to initiator/delegate and accounts payable. • Initiator/delegate sends a copy of agreement and P.O. (if necessary) to vendor, keeping a file copy.

16. Distribution, Encumbrances & Retention of Fully-Executed Agreements, Continued… • All Agreements W/No $ Value • NOTE: Board approval typically not needed for these agreements, though it may be desired to alert the Board via District Information Bulletin. • After Network Exec Directors, Gloria, or Rob approves, Admin. Assistant scans and forwards to initiator/delegate and sends original to CES Department. Initiator/delegate distributes copies to vendor and department files.

17. Words of Advice • Ask questions or seek help early in the process • Never attach a vendor’s agreement to ours (attach a scope of services, instead) • Fill in all Service Agreement blanks • Clearly describe services to be provided, selection process and how payment will be made • Get vendor signature after CES approval and before further internal approvals are obtained. • Get all vendor information, W-9, signatures • Obtain approvals BEFORE work starts • Keep routing sheet, when required, with agreement to show what’s been done

18. Other Resources • CES Dept. Webpage: • Basic Contracting Guidelines • Service Agreement & Amendment Templates • Contract Routing & Approvals Sheet • This Presentation • Current Board Resolution of Authorized Signers www.twinriversusd.org/depts/contracting_e-rate_services

19. Other Resources, Continued… Purchasing Department Webpage: Purchase Requisition Form Purchase Requisition Instructions Handbook www.twinriversusd.org/depts/purchasing/purchasing

20. Other Resources, Continued… • CES Contract Matrix –Available upon request • Reference for similar services • Encumbered funds/budgets • www.leginfo.ca.gov • Government Codes & Laws Rev. 10-17-11